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Dear Employee,
Congratulations and thank you for accepting Optime Consulting offer of employment.
We are a marketing advisors & consulting group in permanent innovation that strongly
believes in knowledge, talent, commitment, excellence & results. Every employee has
an important role in our daily operations and we value the abilities, experience and
background that you bring with you to our company.
Our core values are to create and sustain strong relationships with our clients enabling
us to become a reliable part of their teams producing optimal results. Customer’s
satisfaction requires a complete team effort every day. We are a strong team of
people who count on each other to be successful.
We expect and depend upon you and each employee to perform the tasks assigned
to you to the best of your abilities. We believe that hard work and commitment will not
only help us succeed, but will also give you a sense of pride and accomplishment.
To ensure that you have a full understanding of the Optime Consulting policies and
procedures presented in this handbook, we ask you to carefully read the content. You
will be required to read, sign and return the acknowledgment form that accompanies
this document to the Human Resources representative.
Any questions regarding the policies and procedures contained in the handbook
should be addressed to your immediate supervisor or Human Resources representative.
The longer you are with us, the more you will realize that we have a great and proud
tradition of accomplishing our objectives. With your help, this tradition will continue to
flourish.
Welcome aboard!
Maria Merce Martin
President & Founder
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Table of Contents
WELCOME ............................................................................................................................... 1
PURPOSE OF THE HANDBOOK ............................................................................................... 6
COMPANY PHILOSOPHY ....................................................................................................... 7
Our Mission .................................................................................................................................. 7
Our Vision .................................................................................................................................... 7
WORKPLACE PRINCIPLES ....................................................................................................... 8
Code of Business Conduct and Ethics .................................................................................... 8
Workplace Ethics ........................................................................................................................ 8
Integrity ..................................................................................................................................... 8,9
Compliance with Laws and Regulations ................................................................................ 9
EQUAL OPPORTUNITY EMPLOYER (EOE) ................................................................................ 9
Associates with dissabilities .................................................................................................. 9,10
EEO Complaints ........................................................................................................................ 10
OPEN DOOR POLICY ................................................................................................................ 10
Guidelines ........................................................................................................................ 10,11
POLICY AGAINST HARRASMENT .............................................................................................. 11
Unlawful Sexual Harrasment .............................................................................................. 11,12
Other Types of Unlawful Sexual Harrasment ........................................................................ 12
Recourse/Complaint Procedure ...................................................................................... 12,13
BENEFITS ..................................................................................................................................... 13
Health Insurance ................................................................................................................. 13,14
Continuation of Health Insurance Coverage Under COBRA ............................................ 14
Workers Compensation Benefits ............................................................................................ 14
Return to Work Policy ...................................................................................................... 14,15
TIME OFF POLICIES .................................................................................................................... 15
Paid Holidays ............................................................................................................................ 16
Other Religious Holidays .................................................................................................. 16
Termination of Benefit ........................................................................................................... 16
Vacation Time ..................................................................................................................... 16
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Employee Responsibilities ............................................................................................ 16,17
Unused Vacation Time ....................................................................................................... 17
Vacation Pay Upon Termination of Employment ................................................................ 17
Personal and Sick Days .................................................................................................. 17,18
Employees Responsibilities ................................................................................................ 18
Inclement Weather .................................................................................................................. 18
Bereavement Leave ........................................................................................................... 18,19
Jury Duty .................................................................................................................................... 19
Voting ........................................................................................................................................ 19
Leave of Absence ................................................................................................................... 19
Family Medical Leave Act (FMLA) ..................................................................................... 20
Eligibility Requirements ........................................................................................................ 20
Allowable Reasons for FMLA .............................................................................................. 20
Employee’s Responsibilities ............................................................................................ 20,21
Return to Work .................................................................................................................... 21
TRAVEL AND ENTERTAINMENT .............................................................................................. 21
This Policy was Established to ............................................................................................ 21,22
Expense Report and Receipts ........................................................................................... 22,23
Expenses .................................................................................................................................... 24
Cash Advances ........................................................................................................................ 24
Falsification of Expense Items ................................................................................................. 24
Non-Payment of Expenses ...................................................................................................... 24
Travel ...............................................................................................................................24, 25
Transportation ..................................................................................................................... 25
Mileage Reimbursement ......................................................................................................... 25
Hotels ......................................................................................................................................... 25
Laundry ...................................................................................................................................... 25
Meals (Domestic & International) ..................................................................................... 25
Telephone ....................................................................................................................... 25,26
Expenses not Covered ................................................................................................ 25,26
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IMMIGRATION COMPLIANCE .............................................................................................. 26
Immigration Law Compliance .......................................................................................... 26,27
PAY PRACTICES ......................................................................................................................... 27
Pay and Direct Deposit ........................................................................................................... 27
General Guidelines .............................................................................................................. 27
Direct Deposit Guidelines .................................................................................................. 27
Compensation Reviews ..................................................................................................... 27,28
PERFORMANCE MANAGEMENT .............................................................................................. 28
Employment Introductory Period ........................................................................................... 28
Performance Reviews.............................................................................................................. 29
Performance Management/Corrective Action .................................................................. 29
WORKPLACE POLICIES ........................................................................................................ 29, 30
Attendance & Punctuality ...................................................................................................... 30
Attendance Definitions ........................................................................................................... 30
Job Abandonment .................................................................................................................. 31
Lunch Periods ........................................................................................................................... 31
Guidelines ............................................................................................................................. 31
Performance of Work .............................................................................................................. 31
Guidelines ............................................................................................................................ 31
Safety ......................................................................................................................................... 32
Dress Code ................................................................................................................................ 32
Acceptable/Appropiate Business Casual Attire ........................................................ 32,33
Unacceptable/Inappropiate Business Casual Attire .......................................................... 33
Confidentiality & Non-Disclosure ...................................................................................... 33,34
Communication Systems ........................................................................................................ 34
Company’s Computers and Networks ................................................................................. 34
Mobile Phones ..................................................................................................................... 34,35
Clean Desk Policy ......................................................................................................................... 35,36
General CDP Procedures………………………………………………………………………..………………………..……….36
General CDP Guidelines………………………………………………………………………………………………...........36,37
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Pet at Work ................................................................................................................................ 37
Exempted Animals ................................................................................................................... 37
TERMINATION OF EMPLOYMENT ......................................................................................... 37,38
Resignation ............................................................................................................................... 38
Discharge .................................................................................................................................. 38
Layoff ......................................................................................................................................... 38
Retirements ............................................................................................................................... 38
Exit Interviews ............................................................................................................................ 38
HANDBOOK ACKNOWLEDGMENT FORM (Employee Copy) ............................................... 39
HANDBOOK ACKNOWLEDGMENT FORM (Company Copy) ............................................... 40
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PURPOSE OF THE HANDBOOK
This handbook has been prepared to acquaint you with the employment
policies of Optime Consulting and to provide you with an understanding of our
expectations, so that we may work effectively together.
This handbook does not guarantee nor constitute an employment contract;
therefore, it should not be viewed as a total statement of the policies of Optime
Consulting. Instead, it is a general guide to some important employment
practices and policies. Please consult Human Resources if you have any
questions concerning your employment.
Optime Consulting reserves the right to supplement, modify, or eliminate
employment policies described in the handbook to meet the needs of our
employees and/or our company.
This handbook applies to all new and active Optime Consulting employees as
well as employees assigned to fulfill outsourcing services offsite.
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COMPANY PHILOSOPHY
A LEADING HIGH TECH MARKETING CONSULTING GROUP
We are a creative marketing consulting company in permanent innovation
that strongly believes in knowledge, talent, commitment, excellence & results.
Since 1998 our team has delivered to our Fortune 500 & Fortune 1000 customers,
unique, competitive and effective customized automated system solutions that
give them the power to be one step ahead of their competition.
OUR MISSION
WE EXCEED THE EXPECTATIONS OF OUR CLIENTS, NO MATTER WHAT!
Our mission is to exceed the expectations of our clients through results
generated by the solutions strategies that we design and implement to make
each one of our projects successful.
OUR VISION
CREATIVE MARKETING IN PERMANET INNOVATION
Our vision is to experience the sheer joy of creativity and innovation in the
technology arena for the benefit and success of our clients, through the unique
communication of the proposition and values they offer to the market place.
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WORKPLACE PRINCIPLES Code of Business Conduct and Ethics
Employees are expected to meet Optime Consulting standards of work
performance and business conduct. Failure to comply with these standards
can result in disciplinary action up to and including immediate termination.
As an Optime Consulting employee, you are part of a team of professionals
with an important mission to provide excellent service to both, our customers
and to one another. In order to accomplish this mission, we must work together
harmoniously performing our assigned duties with a high degree of skills, efforts
and responsibilities, adhering to these principles and contributing to an
effective professional environment.
Each of the policies in this handbook includes specific guidelines to ensure that
employees conduct themselves appropriately in the workplace. In addition,
you are expected to comply with all rules and regulations established in your
department or office, and to conduct yourself in a manner that demonstrates
common sense, integrity, responsibility, efficiency, and good judgment.
Workplace Ethics
In daily interactions with clients, fellow co-workers and suppliers, honesty and
integrity are essential. The consequences of unethical behavior can be
devastating for individuals and/or the company.
An employee who becomes aware of the violation of any law, rule or
regulation by the company, whether by its management or employees, or any
third party doing business on behalf of the company, is obligated to promptly
report the matter to his/her manager or human resources leader. Notifying one
of these contacts is in line with Optime’s Code of Ethics and Conflict of Interest
policies and provides the company the opportunity to investigate the situation
and take corrective action if necessary.
Integrity
Optime Consulting expects employees to behave in a professional and ethical
manner. Dishonest and/or unethical behavior will not be tolerated, from any
employee in any position. Acts that compromise Optime’s reputation of
integrity will be handled swiftly and will include disciplinary action up to and
including termination.
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Compliance with Laws and Regulations
All employees must comply with all laws, regulations, rules and regulatory order
applicable in the state and local jurisdiction where business is conducted. Each
employee is expected to acquire appropriate knowledge of the requirements
relating to their duties sufficient to recognize potential issues or violations and to
know when to seek advice from management and/or Human Resources
department on specific company policies and procedures. Violations of laws,
regulations, rules and orders may subject associates to individual criminal or civil
liability, as well as to disciplinary action by the company. Such individual
violations may also subject the company to civil or criminal liability or the loss of
business. The company takes legal compliance measures seriously and works
diligently to enforce them.
EQUAL OPPORTUNITY EMPLOYMENT
Optime Consulting, Inc is an Equal Opportunity Employer (EOE). It is the policy
of the company to provide equal opportunities for employment, development
and advancement without regard to any protected characteristic, such as
race, color, religion, sex, national origin, marital status, sexual orientation and/or
any other classification protected by local, state or federal laws.
Associates with Disabilities
It is the policy of Optime to comply with all relevant an applicable provisions of
the American with Disabilities Act (ADA), The company’s objective is to employ
people in position for which they are qualified or trainable by virtue of job-
related education, training, established skill, experience, aptitude, and personal
qualification. Qualified individuals with disabilities will be afforded reasonable
accommodation in employment and will likewise be afforded equal
opportunity.
Optime Consulting will make reasonable attempts to accommodate the
limitations of a qualified individual’s disability. If an employee has a disability
that affects his/her ability to perform the job requirements, the associate must
inform their manager and Human Resources, preferably in writing, as soon as
possible. Once notified, Optime will discuss with the employee the reasonable
accommodations that the company may be able to provide. If an employee
becomes unable to perform the essential functions of their job, even with a
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reasonable accommodation, a determination may be made to either transfer
the employee to a position which can accommodate the disability or separate
the employee’s work.
“Reasonable accommodation” is any accommodation that does not pose an
undue hardship on the organization and can vary from case to case.
EEO Complaints
Any questions concerning Equal Employment Opportunity (EEO) or conduct
inconsistent with the EEO Policy should be reported promptly to your supervisor
or human resources representative in order to conduct an investigation,
protecting, to the fullest extent possible, the confidential nature of the
complaint.
OPEN DOOR POLICY
In keeping with Optime’s philosophy, employees are encouraged to offer their
suggestions, ideas or concerns about the work environment. Within any
organization, disagreements and/or complaints are bound to arise. It is the
company’s practice to settle differences promptly and fairly without fear of
repercussion to the parties involved who raised legitimate complaints.
Optime recommends discussing your concerns with your Supervisor or Human
Resources versus your peers as we strive to create a respectful workplace
environment that curbs gossip and promotes effective professional
communications at every level. Supervisors are committed to resolving
individual concerns. In all cases, concerns will be handled in a timely and
confidential manner.
Guidelines
Employees are encouraged to discuss workplace concerns with their
supervisor.
In situations where an employee is not comfortable discussing the
concern with their own supervisor, or if, after the discussion, an employee
feels the need to create a greater awareness concerning an individual
matter, the employee should speak with the next level of management.
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If the employee’s concerns have not been satisfied, he/she should submit
the issue to the appropriate division HR Manager in writing and detailing
the issue, steps taken to resolve the issue, and possible ways to resolve
the issue. The HR Manager will contact the employee to discuss further.
POLICY AGAINST HARRASMENT
Optime Consulting is an equal opportunity employer. It is the company’s policy
to maintain a work environment free from all forms of unlawful
harassment/discrimination. Unlawful harassment/discrimination of any kind,
including those based on race, sex, color, religion, pregnancy, national origin,
age, disability, marital status, citizenship, HIV positive status or other protected
characteristic of an employee by a co-worker, supervisor, client, customer,
vendor, visitor, or any other non-employee, is strictly prohibited and will not be
tolerated. The purpose of this policy is not to regulate our employees’ personal
morality. It is to assure that, in the workplace, unlawful
harassment/discrimination does not occur.
Unlawful Sexual Harassment
Unwelcome sexual advances, requests for sexual favors, and other such verbal
or physical conduct constitutes unlawful sexual harassment under the following
conditions:
1. Submission to such conduct is made either explicitly or implicitly a
term or condition of an individual's employment;
2. Submission to or rejection of such conduct by an individual is used
as the basis for employment decisions affecting such individual; or
3. Such conduct has the purpose or effect of unreasonably interfering
with an individual's work performance or creating an intimidating,
hostile or offensive work environment.
Conduct which falls into the definition of unlawful sexual harassment may
include, but is not limited to:
1. Unwanted sexual advances;
2. Offering employment benefits in exchange for sexual favors;
3. Making or threatening reprisals after a negative response to sexual
advances;
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4. Visual conduct such as leering, making sexual gestures, or
displaying sexually suggestive objects, pictures, cartoons, or
posters;
5. Verbal conduct such as making or using derogatory comments,
epithets, slurs, sexually explicit jokes, or comments about any
employee's body or dress;
6. Verbal sexual advances or propositions;
7. Verbal abuse of a sexual nature, graphic verbal commentary
about an individual's body, sexually degrading words to describe
an individual, or suggestive or obscene letters, notes, or invitations;
8. Physical conduct such as touching, assault, or impeding or
blocking movements; and
9. Retaliation for reporting harassment or threatening to report
harassment.
10. It is unlawful for males to sexually harass females or other males,
and for females to sexually harass males or other females.
Other Types of Unlawful Harassment
Unlawful harassment on the basis of race, color, religion, national origin, age,
disability, citizenship, marital status, HIV-positive status, or any other protected
characteristic, includes behavior similar to sexual harassment, such as:
1. Verbal conduct such as threats, epithets, derogatory
comments, or slurs;
2. Visual conduct such as derogatory posters, photographs,
cartoons, drawings, or gestures;
3. Physical conduct such as assault, unwanted touching, or
blocking normal movement; and
4. Retaliation for reporting harassment or threatening to report
harassment. Recourse / Complaint Procedure
Optime Consulting is committed to maintaining a work environment that is free
of any unlawful harassment / discrimination. To achieve this goal, it has
implemented the following complaint procedure.
If an employee feels that he or she has been subjected to any form of unlawful
harassment/ discrimination, including sexual harassment/discrimination, the
employee is required and has the responsibility to report the matter, preferably
in writing. Similarly, any employee who is aware of the unlawful
harassment/discrimination of others also is required and has a responsibility to
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report the matter, preferably in writing. Similarly, any employee who is aware of
the unlawful harassment/discrimination should be made as soon as possible to
the employee’s direct supervisor or to human resources.
Complaints of perceived unlawful harassment/discrimination should be as
detailed as possible, including the names of the parties involved, the names of
any witnesses, direct quotations when statements are relevant, and any
documentary evidence (e.g. notes, pictures, cartoons, etc.).
Any complaints of unlawful harassment will be handled in strict confidence to
the extent possible with minimum embarrassment to the parties involved. All
incidents of perceived unlawful harassment/discrimination that are reported will
be taken seriously and will be investigated. A timely resolution of each
complaint is to be reached and communicated to the parties involved.
If the company determines that unlawful harassment/discrimination has
occurred, it will take effective remedial action to commensurate with the
circumstances. Appropriate action will also be taken to deter any future
unlawful harassment/discrimination. If a complaint of unlawful
harassment/discrimination is substantiated, appropriate disciplinary action, up
to and including discharge, will be taken against the harassing/discriminating
party. Whatever action is taken against the harassing/discriminating party will
be communicated to the employee who complained.
Optime Consulting, Inc. requires and expects its employees to immediately
report any incidents of perceived unlawful harassment/discrimination.
Retaliation against any employee for filing a complaint of perceived unlawful
harassment/discrimination or participating in an investigation of such a
complaint is strictly prohibited. If an employee believes that he or she is being
subjected to any retaliatory actions for filing a complaint or participating in an
investigation of a complaint, the employee must report the matter using the
complaint procedure described above.
BENEFITS Health Insurance
All full-time Optime Consulting employees qualify for Medical Insurance
coverage, although health coverage is effective after three months of
employment. Currently, each employee contributes semi-monthly toward
health insurance costs through payroll deductions. Employee contributions are
subject to rate changes. For specific details about medical coverage, contact
the Human Resources department.
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This is a summary and does not contain full details of the plan’s benefits. The
company reserves the right to modify or terminate the Benefits Plan at any time.
Continuation of Health Insurance Coverage under COBRA
Under the Consolidated Omnibus Budget Reconciliation Act of 1985, better
known as COBRA, employees are entitled to continue participating in the
company’s group health plan for a prescribed period of time after they leave
the company or transfer to part-time status.
Worker’s Compensation Benefits
Optime Consulting provides a comprehensive worker’s compensation
insurance program at no cost to employees. This program covers any injury or
illness sustained in the course of employment that requires medical, surgical, or
hospital treatment. Subject to applicable legal requirements, worker’s
compensation insurance provides benefits after a short waiting period, or, if the
employee is hospitalized immediately. Prompt reporting is essential to ensure
that worker’ compensation benefits are extended to injured or ill employee.
If an injured worker is advised by his/her designated medical professional that
time off from work is needed for treatment and/or recuperation, Optime
Consulting will grant eligible employees with a Worker’s Compensation leave of
absence, which will run concurrent with the FMLA leave (if applicable).
Sick and vacation time accruals are discontinued while an employee is on a
Worker’s Compensation leave. The employee will also not be paid for any
holidays which fall during an employees’ workers compensation leave.
It is important that the employee complies with all treatment regimens and
cooperates with the company’s risk management and human resources
representative, in a good-faith effort to return to work.
The employee must keep his/her supervisor informed of any treatment or
doctor’s appointment, as well as any work or physical limitations.
All Workers’ compensation claims will be paid by Optime Consulting worker’s
compensation insurance carrier if deemed compensable.
Once an employee is cleared to return to work, the employee needs to
provide this information to his/her supervisor with a medical clearance. Failure
to return to work once cleared by the medical professional may be deemed
job abandonment.
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Return to Work Policy
Optime desires to return employees to work at the earliest possible date
following an injury or illness. If the employee’s physician determines that the
employee is able to perform modified duties or is able to return to work on a
reduced time basis, the associate must discuss these possibilities with his/her
supervisor. Depending on the particular injury and the nature of employee’s job
duties, the company will work with employee and employee’s physician and
make every effort to determine if a modified duty program is appropriate.
Where possible, transitional positions will be made available to injured workers
to minimize or eliminate time lost. Optime Consulting defines transitional work as
temporary, modified work assignments within the employee’s physical abilities,
knowledge and skills. For any business reason, at any time, Optime Consulting
may elect to change the position such as a working shift, location, etc. based
on the needs of the company. Optime cannot guarantee a transitional position
and is not under no obligation to offer, create or encumber any specific
position for purposes of offering placement. An employee cannot remain
permanently in a modified duty or transitional work program.
This policy is not intended to replace the procedures and rights applicable to
associates eligible for reasonable accommodation or covered under the
American with Disabilities Act (ADA) or leave benefits under the Family Medical
Leave Act (FMLA) or other such state programs.
TIME OFF POLICIES
Paid Holidays
Optime Consulting observes ten (10) official Holidays per calendar year.
Optime Consulting will close for ten (10) officially observed holidays. Full time
employees will be paid normal salary during these days. Specific dates will be provided on the holiday schedule by your supervisor and/or
Human Resources department and may vary depending on the country.
Employees working as outsourcing personnel must follow Optime’s client holidays.
The following holidays are observed by Optime in the US:
New Year’s Day
Holly Thursday
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
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Christmas Eve
Christmas Day
New Year’s Eve
Other Religious Holidays
The company recognizes that some employees may request time off from work
to observe religious holidays that not included in the company’s holiday
program. These employees should make every reasonable effort to schedule
the day off as far in advance as possible. This should allow the supervisor
sufficient time to determine if suitable arrangements can be made, so as to not
compromise business operations or place an unreasonable burden on other
employees; however, if this is not possible, the request may be denied.
Employees may use accrued vacation time to observe religious holidays. If no
accrued vacation time is available, employees may request time off without
pay.
Termination of Benefit
The time off benefit described above is review annually. However, Optime
reserves the right at any time and at its discretion to amend, modify, reduce,
discontinue or terminate the benefit at any time with or without notice.
Vacation Time
Vacation days will be accumulated on a monthly basis from the start date of
the employee but effective once the probation time is completed. During this
probation period, vacation time will be accrued but may be used only after
the completion of the first year of employment. No time off will be paid for
leave taken during the probation period.
Vacations will be accumulated at a rate of .8 days per month and they cannot
be combined with personal days.
Optime reserve the right to approve vacation time. Although, Optime
understands that employees have the right to request vacation time it is very
important to prioritize business needs. Some of the factors that may influence
this decision include but are not limited to performance factors, business busy
seasons and/or because the employee’s department has exceed the amount
of request for that specific period.
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Employee Responsibilities
o The employee must fill out a Time off Request form. This form must
be completed and return to Human Resources department in
order for vacation to be consider for approval.
o It is the responsibility of the employee to get the approval of their
vacation time before making any travel arraignment and/or
incurring in any expenses.
Unused Vacation Time
Vacation days may be carried over to the next year and accumulated up to a
maximum of 20 days. The employee may not take more than two weeks of
vacation at one time. Excess days, if not used, will be lost.
Employees who have exhausted their vacations time will NOT be allowed to
borrow against future vacation time, except for special situations previously
approved by the immediate supervisor and/or manager.
Vacation Pay upon Termination of Employment
Upon termination of employment any unused vacation time will be
compensated at the employees’ current salary pay. However, where allowed
by law, in order to receive this pay, the associate must give a two-week notice
and be available to work prior to the voluntary resignation.
Personal and Sick Days
The company will grant a total of five (5) sick/personal days during the
calendar year. These days cannot be carried over from year to year and will
not be reimbursed at the time of termination.
Personal and sick days are going to be deducted as a full day when the
employee is absent for more than 4 hours; if less than 4 hours will be handled
with the supervisor and HR manager directly.
New employees are eligible for a prorated amount of sick/personal days during
the first calendar year of employment. Employment must be effective on or
before the 15th of the month to qualify for sick/personal day for the first month
of employment.
A probation period of two (2) months begins on the date of employment.
During this period, no time off will be paid for leaves taken during the probation
period.
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Personal and sick days cannot be combined with vacation time and unless it is
related to an employee’s sickness, an emergency, or a doctor’s note is
provided they cannot be taken together.
Optime reserve the right to approve personal day’s request. Although, Optime
understands that employees have the right to request personal days it is very
important to prioritize business needs. Some of the factors that may influence
this decision include but are not limited to performance factors, business busy
seasons and/or because the employee’s department has exceed the amount
of request for that specific period
Employee’s Responsibilities
The employee must call the company to notify their supervisor of
their absence.
Doctor’s appointments or personal day should be notified at least
one (1) week in advance. Only emergency appointments are
allowed to notify the day before or the same day of the
appointment.
Inclement Weather
In the event of natural disasters such as hurricanes, extensive floods, or
emergencies such as power outages affecting the company’s place of
business, the company will take precautionary measures for the safety of its
employees and its office.
When an emergency/disaster situation is declared, management will
implement the emergency procedures and will close the office until it is safe to
resume business functions. If management elects to close the office, salary will
be paid as a regular work-day; however, it will be not payable if you were
previously scheduled to be absent.
Bereavement Leave
In the event of the death of an employees’ immediate family member,
employees may be granted up to three (3) days of paid personal leave to
arrange for and attend the funeral. Employees may request additional time off,
if needed and may use paid vacation time if available. Documentation may
be requested by management and/or HR department.
The following is a list of the people that Optime Consulting considers as
immediate family members:
1. Parents
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2. Grandparents
3. Parents-in-law
4. Spouse
5. Children
6. Legal Wards
7. Legal Guardians
8. Brothers
9. Sisters
10. Brothers-in-law
11. Sisters-in-law
12. Step Parents
13. Step Children
14. Foster Children
Jury Duty
Optime Consulting encourages employees to fulfill their responsibilities by
serving on Jury Duty when required. Employees summoned to serve on Jury
Duty or as a witness in a trial will be excised from work for the duration of the
assignment. Such employees will receive full payment for each day of Jury Duty
served.
To qualify for regular pay, the employee is required to notify his/her supervisor in
advance and present a copy of the jury summons.
Employees are expected to report to work on days when they are not required
to be in court, or when released early enough to reach the office by 3:00 P.M
Voting
In recognition of this important civic obligation, Optime encourages its
associates to fulfill their civic responsibilities by participating in elections.
Generally, employees are able to find time to vote either before or after their
regular work schedule; however, if an employee is unable to vote in an election
during non-working hours, the company may grant a limited amount of time off
to vote, in accordance with state law. Any employee requesting time off for
voting should do it at least 2 working days prior to the Election Day so that
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necessary time off can be schedule at the beginning or end of the workday;
whichever provides the least disruption to the normal work schedule.
Leave of Absence
A leave of absence (LOA) is defined as an unpaid approved absence from
work for a specific period of time due to medical, military or personal reasons.
For additional information, including benefit continuation, please contact you
HR manager. Below are the types of leaves granted by Optime Consulting.
Family Medical Leave Act (FMLA)
In accordance with the Family Medical and Leave Act(FMLA), qualified
employees (full time) is entitled to take twelve (12) weeks (or up to 26 weeks of
military caregiver leave to care for a covered service member with a serious
injury or illness) of unpaid leave to attend family or medical reasons.
Optime Consulting will grant a total of six (6) paid weeks of maternity leave for
full time female employees for the purpose of child birth or for adopting a child
under eighteen (18) years of age.
The employee is entitled to take accumulated vacations or personal days after
the last day of family and medical leave.
Eligibility Requirements
This policy applies to all regular employees who have:
1. Obtained at least 12 months of service; and
2. Worked at least 1,250 hours during the 12-month period immediately prior
to the date the FMLA leave of absence is to begin.
Allowable Reasons for FMLA
Eligible employees may request FMLA for one or more of the following reasons:
1. The birth/adoption of the employee’s child and/or to care for such child
2. The placement of a child for adoption or foster care with the employee,
and to care for the newly placed child
3. To care for a spouse, child or parent (i.e., “covered relation”) with a
serious health condition
4. If the employee is unable to perform the essential job functions of his/her
job due to a serious health condition
5. Military caregiver leave (also known as covered service member leave) –
to care for a spouse, child, parent or next of kin covered service member
with a serious illness or injury incurred in the line of active duty. Next of kin
is defined as the closest blood relative of the injured or recovering service
member or
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6. Qualifying exigency leave for families of member of the National Guard,
Reserves, and regular Armed Forces-employees who have a spouse,
parent, or child who is covered military member on active duty or called
to active duty in support of a contingency operation.
Employee’s Responsibilities
All requests for a FMLA leave should be made to the employee’s direct
supervisor and HR manager at least 30 days in advance when the need
for leave is foreseeable, or as soon as possible otherwise. Except in cases
of emergency where prior notice cannot be given, a request for FMLA
leave may be denied or deferred until appropriate notices are given.
Except in cases where a FMLA leave is taken for the birth or adoption of a
child, employees who request a FMLA leave are required to supply
applicable medical certification from a licensed health care provider at
regular intervals throughout their leave. Failure to provide the necessary
FMLA leave documentation may result in a delay or denial of the leave.
Further, the employee could face disciplinary action and possible
termination due to not meeting attendance requirements.
A family and medical leave agreement should be completed as soon as
the employee becomes aware of the need for a FMLA leave of
absence.
Return to Work
When the employee returns from FMLA leave, he/she is entitled to be restored
to the same job as when the leave began. If the same job is not available,
Optime will place the employee in an equivalent job with equivalent pay,
benefits, duties, working conditions and responsibilities before the leave.
The employee is not entitled to accrue benefits such as vacations time or
holidays during a leave. Any benefits will restart on the date the employee
returns from his/her leave.
If at the end of a FMLA leave the employee is deemed disabled under the
Americans with Disabilities Act (ADA), the employee may qualify for a
reasonable job accommodation. Except as otherwise required by law, the
employee is not guaranteed restatement to their prior job beyond what is
provided under the FMLA.
TRAVEL AND ENTERTAINMENT When Optime Consulting business responsibilities require out-of-town travel, it is
the responsibility of the individual traveling to obtain approval from his/her
Manager or Director before incurring in any travel-related expenses. Non-
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adherence to this company policy can result in non-payment of the expense
items by Optime.
This policy was established to:
Ensure that each trip and related expenditures are clearly
required for the benefit of the company
Limit the number of participants to the minimum required to
accomplish the intended purpose of the trip
Use an approved travel agency to arrange the airfare, lodging,
and transportation to obtain the best rates available at the
least cost consistent with the purpose of the trip.
Employees will be reimbursed for actual expenses incurred for meals, business
entertainment, lodging, and transportation, provided the expenses incurred
reflect ordinary good judgment under the circumstances. Failure to comply
with the guidelines prescribed within the company travel expense policy may
result in non-payment of expenses. Moreover, falsification of expense items
may result in termination of employment.
This policy applies to all United States employees of Optime Consulting who
travel on behalf of the company.
Expense Reports and Receipts
1. All business travel expenses are to be documented using the
appropriate Travel Authorization form.
2. Receipts must be submitted with the expense report.
Lack of complete and accurate information required by the
form and of its supporting documents and receipts will cause
delays in the reimbursement process.
3. The exchange rate used to convert expenses incurred outside
the U.S. should approximate the applicable rate (i.e. credit card
rate) effective when these expenses are paid or incurred. The
official exchange rate will be obtained from www.oanda.com
4. Expense reports, including directly billed air travel, must include
the original ticket receipts or boarding passes. Copies of the
ticket and invoice are not acceptable.
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5. Meals for Optime employees should be included on the
expense report as a meal (i.e. breakfast, lunch, dinner). An
original receipt must be submitted with the expense report for
any individual meal. Meals are considered entertainment when
the primary guests are persons who are not employed by
Optime. Meals that include only Optime employees are not
considered entertainment and are to be paid for by the most
senior employee present.
6. All entertainment expenses should be listed and fully detailed.
At minimum, such detail should include the following items:
Person’s hosted and business affiliation, including title
and company.
Name and location of where the meal took place.
Business purpose in some reasonable detail.
Detailed meals & beverage receipt with form of
payment
7. The employee, their immediate manager and as determined,
the next level executive must sign all expense reports. All
expense reports must be submitted to the Finance Department
within five (5) business days from the return date of the travel.
Expense reports received after the fifth (5th ) business day will not
be reimbursed.
8. The approved original expense report and the supporting
documents are to be forwarded directly to the accounting
department.
9. Original receipts are required for all expenses.
Receipts must be in the form of either a credit card receipt or
an invoice accompanied by a cash register receipt. Copies of
receipts are not acceptable. The airline ticket passenger
receipt (found in the back of the airline ticket) must be
submitted as proof of prepaid travel for airline tickets. Proof of
pre-payment must also be submitted for electronic tickets.
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Expenses
Payments and reimbursements for all travel-related expenses that are made
by the employee and then reimbursed to the employee will be done provided
that:
a. All travel policies are followed.
b. Expenses are fully documented and approved on the appropriate
expense report form.
c. Expenses are submitted within five (5) business days.
d. Taxes Self-Assessment. It is up to each employee who travels to
consult his/her own tax professional to determine if expenses
incurred and/or benefits received and/or reimbursed have any
impact on his/her tax position. The employee should keep
accurate records as determined by his/her tax professional.
Cash advances
It is the normal policy of the company not to make an advance to an
employee.
Falsification of expense items
Falsification of expense items will result in immediate termination of
employment.
Non-payment of expenses
Failure to comply with the guidelines prescribed within this policy will result in
non-payment of the expense items by Optime.
Expense duration is the point of departure/travel termination. The cost of travel-
related expenses are reimbursable from the time the employee leaves home or
office as the point of departure for travel until he or she returns to home or
office as the point of travel termination.
Travel
Air travel must be pre-approved on an expense report by the Manager or
Director of the individuals department. Please note that an original airline ticket
receipt, invoices and/or other forms of reservation’s confirmation must be
included in the individual’s expense report and deducted on the expense form
as a prepaid expense.
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All domestic and international travels should be planned at least 15 days in
advance ensuring that travel is in targeted to off-peak days (Monday to Friday)
and times, whenever possible. Business class airfare is not authorized for travel.
Transportation
Employees should reserve a rental car in the mid-size category or smaller. In the
event that customers will be entertained a full-size vehicle will be more
appropriate. Insurance coverage must be purchased.
Gratuities for taxis should be limited to no more than 15% of the cost.
Mileage Reimbursement
Car services and parking: The traveler should plan transportation to and from
the airport so that the combined cost of mileage, tolls and parking does not
exceed reasonable transportation. Reimbursement for business use of a
personal automobile will be reimbursed at a reasonable allowance rate of
$0.56 per mile. Mileage submitted for reimbursement should be substantiated
by information regarding where the employee drove to and from, amount of
miles driven, and the calculation of mileage allowance. This excludes mileage
driven to and from the office from home.
Hotels
Hotel accommodations must be reserved in the hotel with the best rate at the
time of the travel period. Approval must be obtained for a stay in cases where
it is required that the traveler stay at the hotel where the function or event for
the cause of travel is taking place. Employees shall only voucher for standard
rooms.
Laundry
Laundry expenses at a reasonable amount are reimbursable only if the duration
of a business trip is longer than five (5) consecutive calendar days or more.
Meals (Domestic & International)
Meal allowances for employees are determined by the meal (breakfast, lunch
and dinner) with a daily limit of $50.00 per employee including any tax and
customary tips.
Employees are expected NOT to voucher for the cost of breakfast when staying
at a hotel that includes breakfast at the nightly rate.
Telephone
Personal phone calls of a reasonable amount incurred during business travel
are reimbursable to the employee. Long distance and other expenses
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incurred because the traveler did not utilize the most cost-effective means of
access may not be reimbursable to the employee.
Expenses Not Covered
1. Personal expenses. All expenses incurred while an employee is
traveling on company business which are considered personal
in nature (e.g., child care, expenses, movie rentals and
purchases of tangible items) are not reimbursable to the
employee.
2. Stopovers and changes in travel made for the convenience of
the employees schedule. Changes for which there is no business
need are not reimbursable to the employee. After the fact
changes for which there is a business need should be noted on
employees expense report and classified as a non-reimbursable
expense. Such changes made to the printed Travel
Authorization Form are to be initialed by all those signing the
expense report.
3. Hotel long distance fees and surcharges for long distance calls.
Generally, most hotels will not charge a fee for dialing toll-free
access numbers. However, in the event the hotel does charge
an access fee in connection with the use of a calling card or
any other toll-free number, those fees will be reimbursed.
Employees are expected to carry and use their calling cards at
all times.
4. Personal phone calls deemed excessive.
IMMIGRATION COMPLIANCE Optime Consulting requires completion of the Optime Consulting employment
application form, even if an applicant submits a resume. Optime Consulting
relies upon the accuracy of information in the employment application, as well
as the accuracy of other data presented throughout the hiring process and
during employment. Any misrepresentations, falsifications, or material omissions
in any of this information or data may result in Optime Consulting exclusion of
the individual from further consideration for employment or, if the person has
been hired, termination of employment.
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Optime consulting participates in E-Verify. A government system in which
Optime will provide the Social Security Administration (SSA), and if necessary,
the Department of Homeland Security (DHS), with information from each new
employee’s Form I-9 to confirm work authorization.
Immigration Law Compliance
As part of the employment process Optime Consulting complies with the
Immigration Reform and Control Act of 1986. Optime Consulting will not
knowingly hire or employ individuals who do not hold legal rights to work in the
United States. Please be sure to:
Properly complete, sign, and date Form I-9
Provide documents that establish evidence of authorization for the
associate to work and remain in the United States.
PAY PRACTICES
Pay and Direct Deposit
Employees of Optime Consulting, Inc are paid on the 15th and 30th of each
month by check or by direct deposit, depending on the method selected by
the employee. ADP is the company contracted by Optime Consulting to
manage and administrate payroll services to Optime employees. Optime
Consulting, Inc. reserves the right to terminate or change the outsourcing
company with or without notice.
Note: First Payroll payment will be made in a check (no direct deposit)
General Guidelines
The company deducts taxes and withholdings, including garnishments,
from employee’s pay as required by local, state and federal law based
on the employee’s salary and the tax exemptions he/she has claimed.
Employees are responsible for the accuracy of their tax exemption
records. If the number of exemptions for which the employee is eligible
changes, the employee should complete a new federal withholding
exemption form (W-4) and any applicable state withholding form, which
can be obtained at the Human Resources department.
Other payroll deductions, such as for insurance premiums, will only be
made with employees express consent.
Employees eligible for variable pay such as bonuses or commissions must
be in active status at the time payments are made in order to receive
payment, unless otherwise required by state law.
Employees are responsible for keeping their mailing address up to date
with HR department.
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Direct Deposit Guidelines
Pay can be deposited directly to employees’ choice of financial
institution (s), including checking accounts, savings accounts, or a
combination thereof up to a maximum of four accounts.
Direct deposit may be initiated or terminated at any time.
Change to direct deposit may take up to 2 pay periods after it is properly
submitted.
Compensation Reviews
Optime recognizes that our employees are our greatest asset and a source of
competitive advantage.
To achieve financial objectives of the company, we must attract, retain and
motivate a qualified and competent workforce, by paying for exceptional
performance.
Once a year the company will conduct compensation reviews. Any applicable
compensation becomes effective on the next schedule payday. Having an
annual compensation review does not necessarily mean that an associate will
be granted an increase. Pay increase will be based on several factors,
including individual and/or company performance.
PERFORMANCE MANAGEMENT
Employment Introductory Period
Optime wants employees to be successful, and understands that any new
employee goes through a learning phase as they become familiar with their
job and with our company. For this reason, Optime has an established
probationary plan for all new employees. Pursuant to Optime established
probationary plan, your first 60 days of employment are considered a
probationary or introductory period during which you will learn your job duties
and responsibilities, get acquainted with other members of the Optime team,
and familiarize yourself with Optime in general.
While we understand that you will be learning a great deal during your
probationary/introductory period, you nevertheless will be expected to
satisfactorily perform your duties and responsibilities during that time and
thereafter.
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Performance Reviews
Optime is committed to encouraging its employees to grow and succeed in
their jobs and believes that constructive feedback plays an important role in
such. Accordingly, Optime conducts annual performance review, generally in
January. This review process provides an opportunity for two-way
communication between supervisors and employees and may cover the
following areas:
Quality and quantity of work;
Strengths and/or areas of weakness in need of improvement;
Attitude and willingness to work;
Ability to follow established company policies and procedures;
Initiative and teamwork;
Attendance;
Ongoing employee growth, development and goals for the year.
Additional areas may also be reviewed as they relate to specific positions.
Any salary increase becomes effective on January 1. For those employees
hired on or after January 1, reviews will be conducted after the employee
completes twelve (12) consecutive months of employment, unless otherwise
agreed when hired.
Performance Management/Corrective Action Optime Consulting expects that all employees will meet the performance
objectives of their respective positions; however, if an employee is not
satisfactorily performing his or her duties, the supervisor will meet the employee
to determine the nature of the problem and to suggest ways in which the
employee can improve his or her performance.
An employee may be subject to formal disciplinary action if he/she violates any
of the company’s policies contained herein, or has consistently failed to meet
the performance objectives of his/her position. Formal disciplinary actions
include:
1. Verbal warning
2. Written warning
3. Probation
4. Termination
WORKPLACE POLICIES Attendance & Punctuality
Optime Consulting employees are responsible for good attendance and
punctuality. Everyone at Optime has an important function. Poor attendance-
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missing work, arriving late, leaving early, etc. - has a ripple effect: One person’s
attendance quickly becomes everybody’s work problem. Regular, predictable
attendance is an essential function of every position we offer. There is not only
an adverse impact to our customers, but to other employees as well, so every
effort should be made to be at work and on time.
Employees must notify their supervisors and human resources directly as far in
advance as possible when they will be late or absent from work and each day
thereafter by filling out the time off request form.
Unless such absences are covered by the Americans with disabilities Act or
equivalent state laws, an employee who is absent for three (3) consecutive
scheduled work days without notifying will be considered as having voluntarily
resigned.
Employees are required to be at work on time. Repeated absenteeism and/or
tardiness are not acceptable and may result in disciplinary action up to and
including termination.
Attendance Definitions
Schedule absences are those which have been planned and approved in
advance and may be for a full day or only part of a day. These include
vacation, scheduled medical appointments, leave of absence, bereavement
leave, and jury leave, among others.
Unexpected absences are those in which employees did not obtain verbal or
written approval by close of business on the employee’s workday prior to the
absence. This includes full day absences as well as partial day absences
including arriving late and leaving early. This includes absence for illness or
inability to report to work for personal reasons and may be determined to be
excused or unexcused depending on the circumstances.
Job Abandonment
An employee who is absent and fails to notify his/her supervisor and/or HR
Manager is considered a “No call/No Show”. Any instance of 2 consecutive
days of no call/no show is considered job abandonment and may result in
immediate termination of employment. Any episode of no call/no show will be
subject to a final written corrective action. Subsequent no call/no show
instances will result in further corrective action, up to and including termination.
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Work Hours
Office hours will be from 8:30 A.M. to 5:30 P.M. Monday through Friday, with a
break of one hour for lunch. All employees are expected to report to work as
scheduled and be prepared to perform their responsibilities at the time
indicated above.
Lunch Periods
Optime Consulting provides one (1) hour lunch break to all employees.
Guidelines
Lunch hours need to be coordinated with co-workers to make sure your
department is covered at all times.
Return to your responsibilities from lunch hour on time.
Performance of Work
Optime employees are expected to comply with all company policies and
National Practices and perform assigned job duties efficiently and to the best
of their ability.
Guidelines
Employees must follow instructions received from supervisors.
Insubordination or the refusal to follow a supervisor’s instruction
concerning a job-related matter will not be tolerated. If the employee
feels the request in unethical or unsafe, they should immediately report
this to their HR manager.
Loafing, sleeping on the job or intentional restriction of output is
prohibited.
Comply with company’s dress code by wearing appropriate clothing for
your work and taking pride in your appearance at all times.
Cooperate with other employees thus avoiding poor service to our
customers.
Refrain from using company’s system, as well as all communication
system, for personal purposes.
Avoid damaging company property and the property of others.
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Safety
Optime’s employees are required to observe all posted or published law,
regulations and guidelines.
Employees must work carefully and comply with all company safety, health
and security regulations in all areas of work. Use safety equipment when
appropriate.
Accidents or injuries sustained on the job as well as all safety, health and
security concerns observed on company property must be reported
immediately to your supervisor or HR Department.
Employees should report damaged property or defective work immediately
upon discovery.
Dress Code Optime Consulting is a professional work place and it is our expectation that all
employees maintain a professional appearance. The dress code is business
casual unless otherwise indicated; full business attire may be required due to
business reasons. If full business attire is required, reasonable notice will be given
in advance to employees.
Business casual attire means clothing that allows employees to feel
comfortable at work, yet appropriate for professional work environment.
Employees are responsible for ensuring that their dress and grooming project a
positive and professional image to clients.
Casual Fridays are welcomed, although full business attire may be required due
to business reasons.
The following is a general overview of appropriate and inappropriate business
casual attire. If you experience uncertainty about acceptable, professional
business casual attire for work please ask your supervisor or Human Resources
leader.
Acceptable/Appropriate Business Casual Attire:
Slacks
Pants
Wool Pants
Fannel Pants
Dressy Capri’s
Nice looking dress synthetic pants
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Casual dresses and skirts
Skirts that are split at or below the knee
Casual Shirts
Dress Shirts
Sweaters
Tops
Golf-type Shirts
Turtlenecks
Most suit jackets or sport jackets (As long as they don’t violate any of the
guidelines)
Conservative athletic or walking shoes
Loafers
Clogs
Sneakers
Boots
Flaps
Dress heels
Leather deck-type shoes
Jewelry, makeup, perfume and cologne should be in good taste, with
limited visible body piercing or tattoos. Remember that some employees are
allergic to chemicals in perfume and make-up, so wear these substances
with restraint.
Unacceptable/inappropriate Business Casual Attire:
Jeans (except on Fridays)
Sweatpants, exercise pants, Bermuda shorts, short shorts, bib overalls,
leggings and any spandex or other form fitting pants.
Short, tight skirts that ride halfway up the thigh
Mini-skirts
Sun Dresses
Beach Dresses
Spaghetti strap dresses
Tank tops (Unless worn under another blouse, shirt, jacket or dress)
Midriff tops
Shirts with potentially offensive words, terms, logos, pictures, cartoons or
slogans
Halter-tops
Tops with bare shoulders
Sweatshirts
T-shirts (unless worn under another blouse, shirt, jacket or dress)
Flashy athletic shoes
Thongs
Flip-flops
Slippers
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Hats or head covers (unless they are required for religious purposes or to
honor cultural tradition
Confidentiality & Non-Disclosure
Optime employees are provided with access to confidential information in oral,
written and electronic form, and all such information is to be considered the
exclusive property of the company. This includes but is not limited to: trade
secrets, business plans or practices, financial information, computer models,
passwords and databases, etc.
It is each employee’s responsibility to protect the confidentiality of such
information. Unauthorized disclosure could provide competitors with an unfair
competitive advantage over Optime or be embarrassing to the person about
whom the information relates. If the employee is unsure whether certain
information is confidential, ask your supervisor or HR manager before making
any disclosure.
Furthermore, the company shall own all information, ideas, concepts,
improvements, discoveries, and intentions that employees conceive, make,
develop and/or acquire during employment with Optime and that relates to
the business of the company. Employees agree to assign any and all rights that
they may have in such information to the company both during and after their
employment.
Communication Systems
Optime Consulting provides telephone, printing, scanning, fax services,
computers, e-mails systems and internet access, to promote delivery of the
highest quality of products and services to our clients. This policy addresses the
efficient and proper use of our communications system, since improper use of
these systems can burden and slow performance, cause unnecessary
expenses, create legal liabilities to individuals or Optime Consulting, and even
distress or harm employees and clients. Violation of this policy may lead to
discipline or termination actions against any employee.
Company’s Computers and Networks Optime Consulting computers and networks e-mail and internet systems belong
to the company and should be used only to conduct Optime Consulting
business transactions. Each employee is responsible for using Optime Consulting
communications system in a professional, ethical and lawful manner.
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Systems Personnel should be contacted prior to opening any unexpected or
suspicious file attachment or e-mail message.
International calling numbers and cards are to be used exclusively for
company business. No personal calls may be charged to this number and
company cards. In case of personal calls the employee should be responsible
for the charges and expenses incurred.
Mobile Phones
Employees may carry and use personal cellphones while at work on a limited
basis provided it does not disrupt business activities. Employees should limit
making personal calls until their lunch periods. If an employee’s use of a
personal cell phone is excessive or causes disruptions or loss in productivity, the
employee may become subject to disciplinary action.
To the extent practical, cell phones should be turned off or set to silent or
vibrate mode during meetings, conference and in other locations where
incoming calls may disrupt normal workflow. Cell phone ring tones and alerts
may not be offensive in nature.
Clean Desk Policy
The Clean Desk Policy (CDP) is one component of Optime’s continued
development of an enterprise-wide security program. This policy serves to
outline the organization’s efforts to protect sensitive data that is used, stored,
and processed in and around the desk or workspace area of each employee
at Optime.
This policy should permeate all facets of the business, to include the way
employees think about information and the protection of that information.
The Clean Desk Policy requires that all personnel at Optime shall maintain their
workspace (i.e., office, desk, cubicle) in a manner that reduces or eliminates
the risk of losing, disclosing, or unduly exposing any sensitive information
belonging to, or in direct control of Optime to theft, unauthorized replication,
unauthorized destruction or unauthorized access, including sensitive
information of Optime partners where Optime has a contractual obligation to
protect that information. These procedures serve as a framework for
accomplishing the objective of the Clean Desk Policy (CDP).
The procedures are structured into two sections: a “General” section that
applies to all business functions and employees of Optime that are designed to
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address each area’s individual challenges, responsibilities, and business
requirements in adhering to the CDP.
General CDP Procedures
1. Documents under the control of any Optime employee that contain
sensitive information shall be secured before leaving for the day.
2. Do not write your passwords on a sticky note nor try to hide them
anywhere in your workspace.
3. Screen or system locks shall be engaged when away from assigned
workstations.
4. Screen or system locks should engage automatically after five minutes of
inactivity on all Optime workstations.
5. Employees must shut and lock office doors when leaving for the day.
6. Visitors, including vendors are not allowed on Optime workstations, in
cubicles or offices unescorted in areas where sensitive information would
be readily obtained (It is expected that management will need to make
exceptions to this guideline on a case-by-case basis, and it is
recommended that all areas affected by an exception be notified of the
instance, nature, and duration of the suspension of this procedure).
General CDP Guidelines
1. Store day planners and notebooks in a drawer or remove and take them
from desk for extended periods of time, including overnight if they
contain member information (nonpublic).
2. Keep devices with you, and lock cell phones and PDAs with a pass code
(PFCU issued devices).
3. Do note leave your access cards or keys in the open; always keep them
with you.
4. Notify HR if access cards or keys are missing.
5. Do not leave portable media such as CDs or floppy disks in drives or on
desks.
6. Close applications and turn off your system and monitor when you leave
your desk for the day. Exceptions should be expected when upgrades or
system maintenance is scheduled for off-hours, holidays and weekends.
7. Remove printouts from printers before leaving your office (to include the
timely retrieval of printouts from multi-user printers).
8. Place sensitive printouts in the shred bin when you are done with them.
9. Do not use bookshelves to store binders with sensitive information.
10. Arrange folders in file cabinets so that the least sensitive are in front, most
sensitive in back.
11. Keep file cabinets that contain member information (non-public) closed
and locked. Do not leave keys in their locks.
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ONLY FOR EMPLOYEE TRF-121813
The CDP will be enforced primarily by the managers within each department
who will be responsible for the day-to-day determination of compliance by the
employees.
Consequence for failure to follow the CDP is consistent with other Optime
policies, to including verbal warnings up to termination of employment, based
on the nature of the incident and the discretion of management.
Every employee of Optime will be expected to be aware of their surroundings.
That is, it is up to the personnel of Optime to be diligent in confronting suspicious
persons or circumstances, and/or reporting these events to their supervisors.
Pet at Work Optime Consulting intends to provide a safe, healthy, and productive work
environment. Animals (dogs, cats, birds, other pets etc.) are not permitted
inside of any Optime Consulting properties except for those animals that are
specifically exempted by this policy.
Exempted Animals
Service animals are permitted on Optime Consulting Property while they are
performing tasks for the individual they accompany.
A service animal is an animal specially trained to perform one or more specific
functions or activities of daily living for an individual with a documented
disability.
TERMINATION OF EMPLOYMENT Since employment with Optime Consulting is based on mutual consent, both
the employee and Optime Consulting have the right to terminate employment
at-will, with or without cause, at any time.
Health insurance benefits for terminated employees will cease at the end of the
month during which the employee’s employment terminates. The Consolidated
Omnibus Budget Reconciliation Act (COBRA) provides workers and their
families who lose their health benefits, the right to choose to continue group
health benefits at their own cost for a limited period of time under
circumstances such as voluntary or involuntary job loss, reduction in the hours
worked, transition between jobs, death, divorce and other life events. In
accordance with this federal law, the company will send COBRA information
the employee’s last known address within 14 days of loss of coverage.
38 OPTIME CONSULTING,INC – CONFIDENTIAL
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Some common circumstances under which employment are terminated are:
Resignation
Employment termination initiated by an associate who chooses to leave
Optime Consulting voluntarily.
Discharge
Employment termination initiated by Optime Consulting
Layoff
Involuntary employment termination initiated by Optime Consulting for non-
disciplinary reasons.
Retirement
Voluntary retirement from active employment status and initiated by the
employee.
Exit Interviews
Should you decide to leave Optime Consulting, you may be asked to
participate in an exit interview. This will provide closure to your employment with
Optime Consulting and will allow Optime Consulting to ensure that it has
resolved various administrative matters, answered any questions about
continuation of benefits, and listened to any of your comments or ideas about
improving Optime Consulting business operations.
39 OPTIME CONSULTING,INC – CONFIDENTIAL
ONLY FOR EMPLOYEE TRF-121813
HANDBOOK ACKNOWLEDGMENT FORM – employee copy
I acknowledge that I have been given access to the Employee Handbook and
that it describes important information about Optime Consulting Inc. and that I
should consult my supervisor, manager or human resource representative
regarding any questions about information contained in the handbook.
Since provisions of the handbook are subject to change, I further understand
that the company reserves the right to revise, supplement, or rescind any
policies or portion of the handbook at any time as it deems appropriate, at its
sole discretion. I also understand that in the event that any provision contained
in the handbook conflicts with or contradicts or does not specifically refer to
any applicable state, or federal law or regulation, the company will comply
with such laws or regulations.
I acknowledge that the handbook is not an employment contract. I further
understand that if my employment with the company ends, I will settle any
open account including but not limited to: outstanding debts, loans, or travel
advances, in full and return, and will not retain any company property
including but not limited to keys, company equipment, company credit cards,
manuals, and all documents, data or other materials or information of the
company including but not limited to: paper documents or printed materials;
computers or electronic files, data or lists; vendors, customers, financial
information, pricing, cost or performance documents and other information
relating to business plans, strategies, or performance.
I understand that the handbook supersedes and replaces any previous
handbook provided to me at any time during employment.
______________________________________
Employee’s Name (print)
_______________________________________ _____________
Employee’s Signature Date
40 OPTIME CONSULTING,INC – CONFIDENTIAL
ONLY FOR EMPLOYEE TRF-121813
HANDBOOK ACKNOWLEDGMENT FORM – company copy
I acknowledge that I have been given access to the Employee Handbook and
that it describes important information about Optime Consulting Inc. and that I
should consult my supervisor, manager or human resource representative
regarding any questions about information contained in the handbook.
Since provisions of the handbook are subject to change, I further understand
that the company reserves the right to revise, supplement, or rescind any
policies or portion of the handbook at any time as it deems appropriate, at its
sole discretion. I also understand that in the event that any provision contained
in the handbook conflicts with or contradicts or does not specifically refer to
any applicable state, or federal law or regulation, the company will comply
with such laws or regulations.
I acknowledge that the handbook is not an employment contract. I further
understand that if my employment with the company ends, I will settle any
open account including but not limited to: outstanding debts, loans, or travel
advances, in full and return, and will not retain any company property
including but not limited to keys, company equipment, company credit cards,
manuals, and all documents, data or other materials or information of the
company including but not limited to: paper documents or printed materials;
computers or electronic files, data or lists; vendors, customers, financial
information, pricing, cost or performance documents and other information
relating to business plans, strategies, or performance.
I understand that the handbook supersedes and replaces any previous
handbook provided to me at any time during employment.
______________________________________
Employee’s Name (print)
_______________________________________ __________________
Employee’s Signature Date